Using Shipments

Shipments

The Shipment Document manages and tracks the Item’s journey from stock allocation to being shipped.

If you are using the WMS (warehouse management system), the Shipment journey (pick pack ship ) is through the WMS. Refer to Using Goods Out

If you are not using the WMS, the journey happens in the Shipment List. To learn more, refer to Shipping Document: List Settings in the section below.

Pick Pack Ship v1 overview

Shipment Documents are created from the Sales Order Document.

A Sales Order can enable one or more Shipments. Shipment Documents are child documents of Sales Order Document, and therefore inherit properties from them, specifically:

  • customer name,
  • contact details,
  • shipping priority,
  • line items and quantity to be shipped,
  • shipping address,
  • site or warehouse from where the Items will be shipped,
  • shipping method.

Shipments appear in:

  • Transactions tab on the Sales Order from which they originated.
  • Warehouse management system’s ‘Goods Out’ lists (Barcode and Warehouse manager console).
  • Shipments List.

Few notes on Shipment Document:

  •  You cannot create a Shipment from a Sales Order document, if the stock is not allocated.
  • You can use the Sales Order List to create Shipments in bulk.
  • The Pick, Pack and Ship instructions originate from the Shipment Document.
  • The status of the Pick, Pack and Ship workflow is tracked by the Shipment Document.
  • It also receives and stores the Shipping vendor tracking number.

New Shipment

Creating Shipments initiates the Pick – Pack – Ship process. Shipments can be created in the following ways:

Use Sales Order

Go to:

SALES > Sales Orders > Select Sales Order > Actions > Create Shipment

Use Sales Order List

There are three ways to create Shipments using Sales Order List.

1. Specific Sales Orders you want to ship on priority

Select all Sales Orders you want to ship, go to:

SALES > Sales Orders > Allocating > Create Shipments

2. Sales Orders requiring allocation

Go to: SALES > Sales Orders > Allocating > List all orders requiring allocation

If there are unallocated orders that can be partially of fully allocated, a list of these orders will be displayed together with these additional options.

Allocate: This option will allocate stock fully or partially and change the Allocation status of the Sales Order.

Allocate and Create Shipments: This option will allocate stock and create Shipments for all the selected Sales Orders.

It will take you to the Shipments List, where a list of the Shipments you just created will be displayed.

3. Sales Orders that are partially or fully allocated

SALES > Sales Orders > Pick-Pack-Ship > List orders ready to Pick-Pack-Ship

This option lists all the Sales Orders that are partially | fully allocated and ready to be shipped along with Create Shipments option.

Create Shipments: This option creates the Shipments and displays a list of all the shipments you just created.

Shipment Document: Configuration

To configure Shipment document, go to:

SETUP > Configuration > Shipments 

Or

SALES > Shipments > Select Shipment > Configure

The following configuration options are available:

Customize Fields

The Salesorder app allows you to customize fields, sections or tabs in a Shipment Document.

For more details on how to implement this, refer to Using Customization.

Enable Pick, Pack and Ship Functionality

This is a fundamental setting.

It must be checked to enable the Pick-Pack-Ship process to be used in the WMS or from the Shipments List.

Allow Drop Shipped Items

Check this option , if you want to notify the customer using a shipment that their stock items and drop ship items have been shipped.

Allow non Stock Items

Check this option, if you want to notify the customer using a shipment that their stock items and non-stock items have been shipped.
Reference # Generation tab

Use Auto-generated Ref #

Reference numbers can be set to auto-generate by checking this option.

Ref # Expression

You can provide a regEx format for Ref #

Example: $O/$S will be SO1234/1 meaning Sales Order Ref # / Shipment number.

Shipment Document: Reference

Fields in first Section

Customer Customer Name
Customer # Customer Ref#
Order Sales Order Ref#
Owner The user creating or owning this document. See Using Owners
Customer Ref A reference description.
Shipment Parent It is the unique Id of the resulting merger of Shipments.

See 'WMS-Shipping'
Template The Template applied to this Document. Shipments use the same template as Customer Delivery Note.

To configure the template, go to:

SETUP > Configuration > Customer Delivery Note
Date By default, it is the document creation date.
Ref # The unique identifier for this Document.
Status The Shipment Status. The values are as follows:

  • Pending
  • Ready to Pick
  • Picked
  • Pick on Hold
  • Ready to Pack
  • Packed
  • Packed on Hold
  • Ready to Ship
  • Ship on Hold
  • Shipped
In the Sales Order document,

In Shipping column indicates the quantity of that line currently assigned to a Shipping document.

Picked column is the quantity picked, and

Shipped column is the quantity shipped.

To prevent confusion and duplication of activity, status of Shipments are monitored at each step with Being Picked, Being Packed and Being Shipped statuses.

For smaller operations, these intermediate states may not be necessary and can be omitted.
Shipping Priority Inherited from the Sales Order. It can be manually set.

Values are:

  • Normal,
  • Medium,
  • High,
  • Urgent and
  • Hold
Setting the status to ‘Hold’ stops the Shipment from moving forward in the WMS (Goods Out).
Is Merged Indicates if the Shipment is part of a merger.

When checked, Parent Shipment Id will indicate the resulting merger of Shipments.
No. Pallets Quantity of Pallets in the Shipment.
Estimated weight Estimated weight of all the items in the Shipment document. Gross weight could vary.

Fields in second Section

Ship via The preferred Shipping Carrier e.g. UPS.
Shipping method The preferred Shipment Method e.g. Ground Freight.
Ship Date Date on which the Shipment is dispatched to Customer.
Shipment Tracking # Tracking number sent by the courier company.
Shipping Cost Cost to send the shipment to the Customer.
Shipping Weight Gross weight of the shipment.
Shipping Terms (e.g. FOB) Default Freight Terms, e.g. Prepaid and charge, etc.
Contact The main or a selected Contact. In Edit mode, you can select from the associated List of Contacts.
Telephone The phone number associated with the above Contact.
Email The email address associated with the above contact, and where this document will be emailed from a List or the Document itself.
Tabs

Items

You can view the following details of items being shipped in the current shipment:

  • Item Code
  • Description
  • Site
  • Quantity
  • Quantity of Items picked.

Addresses

You can mention billing and shipping addresses using this tab. To learn more, see Using Addresses

Notes

You can add notes to the document. To learn more, see Using Notes

Memos

You may track or schedule events or assign tasks using memos.

For example: You can schedule a meeting or assign a task to a team member using memos.

For more details, see Using Memos

Shipment Document: Settings

The document settings are available when creating | editing | viewing a Shipment document (create | edit | view mode).

The following settings are available:

Save

(available in Create | Edit mode)
Saves the Document.

This is a non-posting Document i.e. saving this document does not post values to the General Ledger.

Edit

(available in View mode)
Edit the document.

Start Picking

(available in View mode)
Status of Shipment Document is set to Being Picked.

Stop Picking

(available in View mode)
Status of Shipment Document is set to Ready to Pick.

All Picked

(available in View mode)
Status of Shipment Document is set to Ready to Pack.

Start Packing

(available in View mode)
Status of Shipment Document is set to Being Packed.

Stop Packing

(available in View mode)
Status of Shipment Document is set to Ready to Pack.

All Packed

(available in View mode)
Status of Shipment Document is set to Ready to Ship.

Dispatch

(available in View mode)
Status of Shipment Document is set to Shipped.

Hold

(available in View mode)
Stops the Shipment in its current phase and sets the appropriate status i.e. Ship on Hold.

Actions

(available in
View mode)
Actions can be used to perform various tasks on a Shipment document:

Show History

View the audit trail of the Shipment Document.

Take Ownership

You can transfer document ownership using this option.

Delete

This option permanently deletes the Document from the Salesorder app.

You cannot recover the document once it is deleted. Also, you will not be able to search for the document in the Salesorder app.

However, you do have an option to view the history of the deleted Document.

Go to, ACCOUNTING > Find Transactions > Search Document History

Hence, caution is advised in using the Delete option.

Print

(available in
Edit | View mode)
The Print option allows the following options:

Print Pick List by Order: Prints a list of items that need to be picked from storage. The records in this case will be grouped by Sales Order Ref#s.

Print Pick List by Item: Prints a list of items that need to be picked from storage. The records in this case will be grouped by Items.

Print Delivery Note: You can use this option to print a Delivery Note from the Shipment document.

Delivery Notes enable the Customer to check what was delivered against what they bought for reconciliation purposes.

You can print Delivery Note document using this option.

Pick List and Delivery Note are printed as a PDF and the print style and layout depends on the print templates set for the document.

To configure the print layout of the Pick List, go to:

SETUP > Configuration > Sales - section > Pick List

To configure the print layout of the Delivery Note, refer to the Template field in the Reference section in this article.

Email

(available in
View mode)
You can send emails directly from the document. The email message will automatically include the Shipment document as a PDF attachment.

  • Blank Message
  • You can compose and send a custom email using this option.

  • Sales Order Shipped
  • You can send an email to inform the Customer about the shipped Sales Order.
To learn more , refer Using Email

Configure

(available in
Create | Edit | View mode)
Takes you to the Customer Delivery Note configuration screen. Discussed in the Configuration section in this article.

Help

(available in
Create | Edit |
View mode)
Takes you to the Salesorder help documentation.

Shipment Document: List Settings

List settings are not applicable, if you are using a WMS(Warehouse Management System). You can track the Pick-Pack-Ship process in the WMS.

See Using Goods Out to process Shipments in the WMS.

If you are not using the WMS, the Shipment List can be used to manage the Shipment journey, i.e. the Pick – Pack – Ship workflow. Here’s how:

DocumentAction | Status
Sales Order Document List Orders ready to Pick-Pack-Ship.
Sales Order Document Create Shipments.
Shipment Document Start Picking.

Print Pick lists.

Pick the Items.
Shipment Document Confirm Picked.
Shipment Document Start Packing.

Print Pack lists.

Pack the Items.
Shipment Document Confirm Packed.
Shipment Document Confirm Shipped.
Sales Order Document Shipping Status is updated to Partially Shipped | Shipped.

List Settings are used to perform bulk actions. The following tasks can be performed on Shipment Documents:

Ready to Pick

List all Shipments with status Ready to Pick.

Ready to Pack

List all Shipments with status Ready to Pack.

Ready to Ship

List all Shipments with status Ready to Ship.

Confirm Shipped

Select the Shipments ready to ship and update their status to Shipped.

Delete Shipments

Deletes the selected Shipments.

Find

Currently being Picked

List all Shipments with status Being Picked.

Currently being Packed

List all Shipments with status Being Packed.

Picking on Hold

List all Shipments with status Pick on Hold.

Packing on Hold

List all Shipments with status Pack on Hold.

Shipping on Hold

List all Shipments with status Ship on Hold.

Print

Select required Shipments and click on one of print option.

The Print option allows the following options:

Print Pick List by Order: Prints a list of items that need to be picked from storage. The records in this case will be grouped by Sales Order Ref#s.

Print Pick List by Item: Prints a list of items that need to be picked from storage. The records in this case will be grouped by Items.

Print Packing Slips | Delivery Notes: You can use this option to print Packing Slips | Delivery Notes for the selected Shipments.

Pick List and Delivery Note are printed as a PDF and the print style and layout depends on the print templates set for the document.

To configure the print layout of the Pick List, go to:

SETUP > Configuration > Sales - section > Pick List

To configure the print layout of the Delivery Note, refer to the Template field in the Reference section in this article.

Email

Select all Shipments for which email notifications are to be sent. Click on Email.

Select Email template in the popup screen and click Send.

Export

To export the Shipments, select the checkbox against the Export option to enable export mode.

The result set returned by the following Search | List operation, is automatically exported in Excel and a link to download the Excel file is displayed on the screen.

In this article

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